| Assets tracking |
- Identify the availability of assets that are currently available.
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- Establish databases and ensure items are registered as received.
- Ensure assets are tracked as they move.
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- Track capital item movements.
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- Make a disposal plan for all assets.
- Ensure donor/ internal policies for disposal are followed.
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| Staffing |
- Determine logistics and supply requirement.
- Determine existing CARE capacity and capability.
- Determine available local capacity and capability.
- Specify international national recruitment needs.
- Provide staffing budget.
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- Finalise and agree job descriptions.
- Recruit staff.
- Induct and train staff as necessary.
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- Monitor staff performance and provide feedback.
- Provide training and development as necessary.
- Identify additional needs and recruit as necessary.
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- Plan staff’s contract termination or redeployment as the programme scales down.
- Ensure contract termination processes and procedures comply with locals laws, etc.
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| Warehouse and inventory management |
- Determine storage and warehousing needs.
- Identify available existing storage/ warehousing facilities/ material handling.
- Identify opportunity of expansion.
- Identify potential new sites.
- Provide budget costs.
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- Select sites.
- Negotiate and conclude contracts.
- Carry out any essential works to customise to requirements.
- Obtain material handling equipment and storage media.
- Establish effective management control and reporting procedures.
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- Ensure buildings are well maintained and that any problems are dealt effectively with in terms of lease/ contracts.
- Ensure that procedures are well implemented.
- Carry out regular stock reviews and audits and ensure results are recorded.
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- Make plan for disposal of remaining stock, equipment ensuring donor/ internal policies for disposal are followed.
- Ensure appropriate notice is given.
- Do an exit inspection with landlords and owner.
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| Transport and distribution |
- Determine requirements for transport and distribution.
- Identify any constraints on transport use.
- Identify available transport resources.
- Develop a distribution plan.
- Provide budget costs.
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- Identify transporters, and evaluate capability and capacity to perform.
- Put in place transport and distribution arrangements.
- Establish effective transport/ distribution control and documentation systems.
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- Monitor performance of transporters.
- Ensure procedures are properly implemented.
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- Ensure notice is given and final payments done in accordance with any contracts made.
- Notify usual transporters of termination of the project.
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| Purchasing and supply |
- Identify local suppliers and assess their capability.
- Check on import procedures.
- Develop a purchasing plan: identify supply needs and system.
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- Establish an effective order management system.
- Train staff, both logistics and users, in its use.
- Make purchases in accordance with system and procedure.
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- Ensure procedures are effectively implemented.
- Monitor performance of vendors and systems.
- Identify problem areas and take remedial action where necessary.
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- Ensure all orders are closed and suppliers are paid.
- Consolidate records for potential future audit or evaluation.
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| Vehicle management |
- Determine requirements for vehicles and their types.
- Decide whether to hire or purchase.
- Provide budget costs.
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- Arrange hire or purchase of vehicles.
- Establish maintenance systems.
- Establish usage and fuel monitoring systems.
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- Ensure procedures are effectively implemented.
- Monitor result and check deviations from norm (e.g. excessive fuel consumption)
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- Plan and implement disposal/ reallocation of vehicles as per internal and donor policies.
- Ensure any rental contracts are terminated correctly and final payments are made.
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| Comms and IT |
- Determine requirements for IT equipment/ services.
- Assess internal capacity.
- Check local regulations, licenses, etc.
- Specify the additional capacity and technologies required.
- Provide budget costs.
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- Obtain equipment and appropriate licenses, etc.
- Install.
- Train staff.
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- Ensure equipment is maintained, repaired and updated as necessary.
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- Plan and implement disposal/ reallocation of equipment as per donor/internal requirements.
- Notify authorities concerning licenses, regulations, etc.
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| Management
information |
- Identify performance measures for logistics activities on the project.
- Provide input with budget cost, assumptions and possible constraints into the proposal process.
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- Establish system to regularly feed back order information to customers.
- Establish system to feed back actual cost information to budget holders.
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- Ensure reporting processes established are followed and updated where necessary.
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- Provide ‘end of deployment’ report and input into project final reports on compliance with donor requirements.
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| Support to Security Management |
- Gather information on context and specific threats from UN, local authorities, partners and other NGOs.
- Carry out threat and vulnerability analysis.
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- Develop security guidelines to minimise risks identified during assessment.
- Continue information gathering for regular reviews of risk analysis.
- Identify changes in risk level and alert management.
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- Continue information gathering and dissemination for reviews of risk analysis.
- Identify changes in risk level/alert management.
- Update security guidelines.
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- Ensure that there are no security lapses towards the end of the project.
- Ensure no security gaps during handover of activities or equipment to partners or donors.
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